PowerPoint 2007 All-in-One Desk Reference For Dummies E-Book

Peter Weverka

• Herausgeber: John Wiley & Sons
• Kategorie: Wissenschaft und neue Technologien
• Sprache: Englisch

Seitenzahl: 838

Veröffentlichungsjahr: 2011

Beschreibung

7 books in 1--your key to PowerPoint success! Your one-stop guide to perfect presentations with PowerPoint2007 Everybody uses PowerPoint, right? How can you make yourpresentations pop? Check this handy reference with its easy-to-useminibooks! Once you get going with all the cool new stuff inPowerPoint 2007, you find out how to jazz up your presentationswith charts, transitions, photos, animation, and even someultra-cool power-user tricks. Discover how to * Plan and create a presentation * Use speed techniques * Handle master slides and master styles * Customize slides with themes and templates * Make diagrams and charts * Create video slides

Leseprobe

PowerPoint® 2007 All-in-One Desk Reference For Dummies®

by Peter Weverka

PowerPoint® 2007 All-in-One Desk Reference For Dummies®

Published byWiley Publishing, Inc.111 River St.Hoboken, NJ 07030-5774www.wiley.com

Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana

Published by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, [phone], fax [phone]. Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, [phone], fax [phone], or online at http://www.wiley.com/go/permissions.

Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates in the United States and other countries, and may not be used without written permission. PowerPoint is a registered trademark of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book.

LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: The publisher and the author make no representations or warranties with respect to the accuracy or completeness of the contents of this work and specifically disclaim all warranties, including without limitation warranties of fitness for a particular purpose. No warranty may be created or extended by sales or promotional materials. The advice and strategies contained herein may not be suitable for every situation. This work is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional services. If professional assistance is required, the services of a competent professional person should be sought. Neither the publisher nor the author shall be liable for damages arising herefrom. The fact that an organization or Website is referred to in this work as a citation and/or a potential source of further information does not mean that the author or the publisher endorses the information the organization or Website may provide or recommendations it may make. Further, readers should be aware that Internet Websites listed in this work may have changed or disappeared between when this work was written and when it is read.

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Library of Congress Control Number: 2006925912

ISBN-13: 978-0-470-04062-1

ISBN-10: 0-470-04062-9

Manufactured in the United States of America

10 9 8 7 6 5 4 3 2 1

1O/RU/RS/QW/IN

About the Author

Peter Weverka is the bestselling author of several For Dummies books, including Office All-in-One Desk Reference For Dummies and Microsoft Money For Dummies, as well as 30 other computer books about various topics. Peter’s humorous articles and stories — none related to computers, thankfully — have appeared in Harper’s, SPY, The Argonaut, and other magazines for grown-ups.

Dedication

For Aiko Sophia and Henry Gabriel.

Author’s Acknowledgments

This book owes a lot to many hard-working people at Wiley Publishing in Indiana. I would like once again to thank Steve Hayes for his good advice, his encouragement, and the opportunity to write another ForDummies book.

Susan Christophersen knows the editing craft as well as any editor I have ever worked with. It was a pleasure — once again — to work with her.

Technical editor Joyce Nielsen made sure that all the explanations in this book are indeed accurate, and I would like to thank her for her excellent work and suggestions for improving this book. I would also like to thank Rich Tennant for the witty cartoons you will find on the pages of this book, and Ty Koontz for writing the index.

These people at the Wiley offices in Indianapolis gave their all to this book, and I want to acknowledge them by name:

Claudia Bell, Amanda Foxworth, John Greenough, Joyce Haughey, Steve Hayes, Jodi Jensen, Stephanie D. Jumper, Jessica Kramer, Barbara Moore, Barry Offringa, Lynsey Osborn, Heather Ryan, Erin Smith, Ryan Steffen, Ronald Terry, Laura VanWinkle, Erin Zeltner

Finally, I owe my family — Sofia, Henry, and Addie — a debt for tolerating my vampire-like working hours and eerie demeanor at the breakfast table. How will I ever repay you?

Publisher’s Acknowledgments

We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register/.

Some of the people who helped bring this book to market include the following:

Acquisitions, Editorial, and Media Development

Project and Copy Editor: Susan Christophersen

Senior Acquisitions Editor: Steve Hayes

Technical Editor: Joyce Nielsen

Editorial Manager: Jodi Jensen

Editorial Assistant: Amanda Foxworth

Cartoons: Rich Tennant (www.the5thwave.com)

Composition Services

Project Coordinators: Erin Smith, Ryan Steffen

Layout and Graphics: Claudia Bell, Joyce Haughey, Stephanie D. Jumper, Barbara Moore, Barry Offringa, Lynsey Osborn, Heather Ryan, Ronald Terry, Erin Zeltner

Proofreaders: Jessica Kramer, John Greenough, Christy Pingleton, Techbooks

Indexer: Ty Koontz

Publishing and Editorial for Technology Dummies

Richard Swadley, Vice President and Executive Group Publisher

Andy Cummings, Vice President and Publisher

Mary Bednarek, Executive Acquisitions Director

Mary C. Corder, Editorial Director

Publishing for Consumer Dummies

Diane Graves Steele, Vice President and Publisher

Joyce Pepple, Acquisitions Director

Composition Services

Gerry Fahey, Vice President of Production Services

Debbie Stailey, Director of Composition Services

Contents

Title

Introduction

What’s in This Book, Anyway?

What Makes This Book Special

Foolish Assumptions

Conventions Used in This Book

Icons Used in This Book

Good Luck, Reader!

Book I : Getting Started in PowerPoint

Chapter 1: Introducing PowerPoint

PowerPoint Slides

Some PowerPoint Jargon

PowerPoint as a Communication Tool

A Whirlwind Tour of PowerPoint

Chapter 2: PowerPoint Nuts and Bolts

Starting PowerPoint

Creating a New Presentation

Saving Your Presentation Files

Opening and Closing Presentations

Entering the Document Properties

Understanding the New PowerPoint XML Format

Shortcut Commands Worth Knowing

Chapter 3: Finding Your Way around the PowerPoint Screen

A Brief Geography Lesson

Knowing Your Way around the New PowerPoint Interface

Zooming In, Zooming Out

Getting a Better View of Your Work

Hiding and Displaying the Slides Pane and Notes Pane

Displaying, Hiding, and Reading the Ruler

Chapter 4: Planning Ahead for a Solid Presentation

Formulating Your Presentation

Designing Your Presentation

Delivering Your Presentation

Book II : Building Your Presentation

Chapter 1: Inserting and Handling Slides

Understanding How Slides Are Constructed

Creating New Slides for Your Presentation

Selecting a Different Layout for a Slide

Changing the Size and Orientation of Slides

Displaying Slides So That You Can Manipulate Them

Selecting, Moving, and Deleting Slides

Hidden Slides for All Contingencies

Chapter 2: Handling Master Slides and Master Styles

Using Master Slides and Master Styles for a Consistent Design

Ground Rules for Handling Master Slides

Altering a Master Slide

Creating Another Slide Master

Restoring a Redesigned Presentation to Its Original State

Removing a Background Graphic from a Single Slide

Chapter 3: Handling Slide Backgrounds

Looking at Themes and Background Styles

Design Considerations

Making a Theme for Your Presentation

Creating Slide Backgrounds on Your Own

Changing the Background of a Single or Handful of Slides

Chapter 4: Entering the Text

Entering Text: The Basics

Normal/Outline View for Reading and Editing Text

Manipulating the Text

Changing the Look of Text

Quick Ways to Handle Case, or Capitalization

Entering Symbols, Foreign Characters, Quote Marks, and Dashes

Correcting Typos Automatically with the AutoCorrect Command

Finding and Replacing Text

Correcting Your Spelling Errors

Researching a Topic inside PowerPoint

Finding the Right Word with the Thesaurus

Working with Text Written in a Foreign Language

Translating Foreign-Language Text

Smart Tags, Smart Alecks

Chapter 5: Formatting Text on a Slide

Putting a Text Box on a Slide

Using a Shape as a Text Box

Selecting Text Boxes and Text Frames

Changing the Direction of Text

Controlling How Text Fits in Text Frames and Text Boxes

Positioning Text in Frames and Text Boxes

Handling Bulleted and Numbered Lists

Fine-Tuning the Text Layout

Putting Footers (and Headers) on Slides

Book III : Communicating with Tables, Charts, and Diagrams

Chapter 1: Constructing the Perfect Table

Talking Table Jargon

Creating a Table

Entering the Text and Numbers

Selecting Different Parts of a Table

Aligning Text in Columns and Rows

Merging and Splitting Cells

Laying Out Your Table

Formatting Your Table

Neat Table Tricks

Chapter 2: Putting a Chart on a Slide

A Mercifully Brief Anatomy Lesson

The Basics: Creating a Chart

Choosing the Right Chart

Providing the Raw Data for Your Chart

Changing a Chart’s Appearance

Saving a Chart as a Template so You Can Use It Again

Chart Tricks for the Daring and Heroic

Converting Old Charts to PowerPoint 2007 Charts

Troubleshooting a Chart

Chapter 3: Putting Diagrams on Slides

The Basics: Creating SmartArt Diagrams

Creating the Initial Diagram

Changing the Size and Position of a Diagram

Laying Out the Diagram Shapes

Handling the Text on Diagram Shapes

Changing a Diagram’s Direction

Choosing a Look for Your Diagram

Changing the Appearance of Diagram Shapes

Creating a Diagram from Scratch

Writing Equations with the Equation Editor

Book IV : Embellishing Your Slides with Graphics and Shapes

Chapter 1: Drawing Shapes, Lines, and Other Objects

The Basics: Drawing Lines and Shapes

Drawing Lines and Arrows

Connecting Shapes with Connectors

Drawing Rectangles, Ovals, Stars, and Other Shapes

Exchanging One Shape for Another

Using a Shape as a Text Box

WordArt for Bending, Spindling, and Mutilating Text

Chapter 2: Managing and Manipulating Objects

The Basics: Manipulating Lines, Shapes, Art, Text Boxes, and Other Objects

Selecting Objects So That You Can Manipulate Them

Laying Out Objects with the Grid, Drawing Guides, and Rulers

Changing an Object’s Size

Changing an Object’s Proportions

Positioning Objects on a Slide

Copying Objects

When Objects Overlap: Choosing Which Appears above the Other

Rotating and Flipping Objects

Tricks for Aligning and Distributing Objects

Changing an Object’s Color, Outline Color, and Transparency

Putting a Third Dimension on an Object

Putting a Shadow on an Object

Grouping Objects to Make Working with Them Easier

Chapter 3: Decorating Slides with Graphics and Photographs

All about Picture File Formats

Choosing File Formats for Graphics

The All-Important Copyright Issue

Inserting a Graphic on a Slide

Touching Up a Graphic

Compressing Graphics to Save Disk Space

Using Graphics as Backgrounds

Putting Together a Photo Album

Using Microsoft Office Picture Manager

Chapter 4: Decorating Slides with Clip Art

What Is Clip Art?

Inserting a Clip-Art Image in a Slide

Tinkering with Clip Art’s Appearance

Handling Media Files with the Clip Organizer

Book V : Flash and Dash

Chapter 1: Taking Advantage of Transitions and Animations

Comparing Transitions and Animations

Showing Transitions between Slides

A Short but Sweet Animation Primer

The Quick Way to Animate a Slide

Advanced Techniques for Animating Slides

Playing Sounds along with Animations

Suggestions for Animating Slides

Chapter 2: Making Video Slides

Looking before You Leap

Placing Videos on Slides

Starting and Pausing a Video during a Presentation

Fine-Tuning a Video Presentation

Adding Spice to Your Video Presentation

Chapter 3: Making Sound and Music a Part of a Presentation

Ways to Include Sound in a Presentation

A Word about Sound File Formats

Using Sounds: A Precautionary Tale

Finding Sound Files on the Internet

Marking Slide Transitions with Sound

Inserting Sound Files in Presentations

Telling PowerPoint When and How to Play a Sound File

Starting, Pausing, and Resuming a Sound File

Recording a Voice Narration for PowerPoint

Book VI : Giving a Presentation

Chapter 1: Giving an In-Person Presentation

Rehearsing and Timing Your Presentation

Putting on the Finishing Touches

Showing Your Presentation

Drawing on Slides

Pointing with the Arrow

Making Use of Blank Screens

Customizing Shows for Particular Audiences

Chapter 2: Speaker Notes and Handouts

What Are Notes and Handouts?

All about Notes

Providing Handouts for Your Audience

Printing an Outline Version of Your Presentation

Printing Slides, Handouts, and Notes Pages

Chapter 3: Creating a Self-Running Presentation

Good Uses for Self-Running Presentations

Challenges of a Self-Running Presentation

Deciding How Long to Keep Slides On-Screen

Telling PowerPoint that Your Presentation Is Self-Running

Starting and Ending a Self-Running Presentation

Chapter 4: Creating a User-Run Presentation

What Is a User-Run Presentation?

Uses for User-Run Presentations

Challenges of a User-Run Presentation

Making Yours a User-Run Presentation

Action Buttons vs. Hyperlinks

Action Buttons for Going from Slide to Slide

Creating Hyperlinks

Making Sure That Your Presentation Doesn’t Stall

Chapter 5: Alternative Ways to Distribute Presentations

Putting On the Finishing Touches

Sending Your Presentation in an E-Mail Message

Packaging Your Presentation on a CD

Distributing Your Presentation to People Who Don’t Have PowerPoint

Saving Your Presentation as a Web Page

Book VII : PowerPoint for Power Users

Chapter 1: Customizing PowerPoint

Customizing the Quick Access Toolbar

Customizing the Status Bar

Changing Color Schemes

Chapter 2: Creating a Presentation Design for Your Company

Creating a Template for Your Presentation Designs

Making Your Company Colors Part of the Design

Making Your Company’s Fonts Part of the Design

Designing Your Template

Creating Slide Layouts for Your Template

Including Boilerplate Content in the Slide Design

Telling Co-Workers How to Use Your Template

Chapter 3: Collaborating with Others on a Presentation

Comments for Critiquing Others’ Work

Locking a Presentation with a Password

Sharing Slides in a Slide Library

Collaborating with Others Using SharePoint Services

Chapter 4: Linking and Embedding for Compound Presentations

What Is OLE, Anyway?

Embedding Data from Other Programs on a PowerPoint Slide

Linking a PowerPoint Slide to Data in Another File

Chapter 5: Automating Tasks with Macros

What Is a Macro?

Displaying the Developer Tab

Managing the Macro Security Problem

Running a Macro

Running a Macro from a Button on the Quick Access Toolbar

Installing Add-Ins

Book I

Getting Started in PowerPoint

Chapter 1: Introducing PowerPoint

In This Chapter

Taking a peek at PowerPoint

Understanding PowerPoint jargon

Communicating by way of PowerPoint presentations

Taking a quick tour of the program

In this short chapter, I take you to the end of a pier, briefly explain what swimming is, and push you in the water. As you thrash about, I tell you what a PowerPoint presentation is and explain some PowerPoint jargon. Then I fish you out of the water and take you on a whirlwind tour of PowerPoint. By the time you finish reading this chapter, you will know what creating a PowerPoint presentation entails.

PowerPoint Slides

Figure 1-1 (top) shows the PowerPoint window. That thing in the middle is a slide, PowerPoint’s word for an image that you show your audience. Surrounding the slide are many tools for entering text and decorating slides. When the time comes to show your slides, you dispense with the tools and make the slide fill the screen, as shown in Figure 1-1 (bottom). Throughout this book, you will find instructions for making slides and for constructing a presentation, the PowerPoint word that describes all the slides, from first to last, that you show to your audience.

Figure 1-1: The PowerPoint window (top) and a slide as it looks in a presentation (bottom).

Some PowerPoint Jargon

To make PowerPoint do your bidding, you need to know a little jargon:

Presentation: All the slides, from start to finish, that you show your audience. Sometimes presentations are called “slide shows.” Presentations are saved in presentation files (.pptx files).

Slides: The images you create with PowerPoint. During a presentation, slides appear on-screen one after the other. Don’t be put off by the word slide and dreary memories of sitting through your uncle’s slide-show vacation memories. You don’t need a slide projector to show these slides. You can now plug a laptop or other computer into special monitors that display PowerPoint slides. (Book II, Chapter 1 describes how to create slides.)

Notes: Printed pages that you, the speaker, write and print so that you know what to say during a presentation. Only the speaker sees notes. (Book VI, Chapter 2 explains notes.)

Handout: Printed pages that you may give to the audience after a presentation. A handout shows the slides in the presentation. Handouts are also known by the somewhat derogatory term “leave-behinds.” (Book VI, Chapter 2 explains handouts.)

PowerPoint as a Communication Tool

PowerPoint isn’t just a speaker’s aid, but a means of communicating something to an audience — an idea, a business plan, a marketing strategy. PowerPoint has become so popular in part because it relieves the burden of public speaking. A nervous public speaker (and who isn’t a nervous public speaker?) can avert the attention of the audience to the slides and allow the slides to carry the day. But those slides in and of themselves can be great means of communication. PowerPoint offers numerous ways to communicate with an audience above and beyond what can be said in words:

Colors: Your color choices set the tone and suggest what you want to convey in your presentation. Book II, Chapter 3 explains how to choose colors; Book VII, Chapter 2 describes how to incorporate a company’s colors (and logo) in a presentation.

Photographs and other images: A picture, they say, is worth a thousand words. Spare yourself from having to speak thousands of words by including pictures in your presentation. Book IV, Chapters 3 and 4 explain how to grace a slide with pictures and clip-art images.

Tables: Support your proposal with table data. No one will be able to refute you. Book III, Chapter 1 explains how to create tables.

Charts: For comparing and presenting data, nothing beats a chart. Book III, Chapter 2 explains charts.

Diagrams: With diagrams, the audience can literally visualize a relationship, concept, or idea. Book III, Chapter 3 explains how to create diagrams.

Shapes and text-box shapes: You can use lines, shapes, and text box shapes (shapes with words on them) to illustrate your ideas. Book IV, Chapter 1 shows how to draw lines and shapes.

Sound and video: Include sound and video to make your presentation a feast for the ears and eyes. Book V explains sound and video.

A Whirlwind Tour of PowerPoint

To help you understand what you’re getting into, the rest of this chapter provides a whirlwind tour of PowerPoint. It explains what creating a presentation entails, from inserting the first slide to putting on the finishing touches. Better fasten your safety belt.

Creating the slides

After you create a new presentation, your next task is to insert the slides (see Book II, Chapter 1). As shown in Figure 1-2, PowerPoint offers many preformatted slide layouts. These layouts are available on the New Slide drop-down list, the drop-down list you open when you want to insert a slide. Each layout is designed for presenting information a certain way.

As you create slides, you can jot down notes in the Notes pane. You can use the notes later on to formulate your presentation and decide what you’ll say to your audience while each slide is on-screen.

To help complete tasks, you can change views. Figure 1-2 shows the PowerPoint window in Slide Sorter view. This view is best for moving, copying, and deleting slides. PowerPoint offers the View tab and View buttons for changing your view of a presentation. The program offers many different views, each designed to help with a different task.

Designing your presentation

The next step is to think about the appearance of your presentation (see Book II, Chapter 3). Figure 1-3 shows the Design tab, where you make most of the decisions that pertain to the presentation’s look. Starting here, you can change the slides’ colors and backgrounds. You can also choose a new “theme” for your presentation — an all-encompassing design that applies to all (or most of) the slides. If you’re the type of person who doesn’t run with the herd, you can overhaul one of these themes and in effect redesign it by switching to Slide Master view and tinkering with the master slides (see Book II, Chapter 2).

Figure 1-2: Adding a new slide in Slide Sorter view.

Figure 1-3: Go to the Design tab to design the look of your presentation.

Choose a design for your presentation early on. The fonts, graphics, shapes, tables, and charts you put in your presentation have to fit the design. If you change designs after you’ve created the majority of your slides, you may have to choose new font colors and graphics. You may have to redesign your tables, charts, and diagrams as well because they don’t fit into the new design you chose.

Inserting tables, charts, diagrams, and shapes

A PowerPoint presentation should be more than a loose collection of bulleted lists. Starting on the Insert tab, you can place tables (see Book III, Chapter 1), charts (Book III, Chapter 2), and diagrams (Book III, Chapter 3) on slides. You can also adorn your slides with text boxes, WordArt images, and shapes (see Book IV, Chapter 1). And when you include a bulleted or numbered list, you can employ nonstandard bullets and numbering schemes to make your lists a little different from everybody else’s (see Book II, Chapter 5).

Use your imagination. Try to take advantage of all the features that PowerPoint provides for communicating with an audience.

“Animating” your slides

As I mentioned earlier, PowerPoint slides can play video and sound (see Book V). You can also enliven a presentation by “animating” it (see Book V, Chapter 1). Starting on the Animations tab, you can make slide items — bulleted lists, shapes, and clip art — arrive and leave the screen from different directions. You can make the items on a slide move on the screen. As a slide arrives, you can make it spin or flash.

Showing your presentation

During a presentation, you can draw on the slides, as shown in Figure 1-4. You can also blank the screen, show slides out of order, and detour your presentation into a customized slide show (see Book VI, Chapter 1). Most presentations are made to be delivered in person by a speaker, but you can deliver presentations from afar by choosing commands on the Slide Show tab.

These kinds of presentations can run in your absence:

Self-running presentation: A presentation that runs on its own and can be exhibited at a trade show or other public place (see Book VI, Chapter 3).

User-run presentation: A presentation that others can run. Special buttons permit individuals to go from slide to slide (see Book VI, Chapter 4).

A handout: A printed copy of a presentation (see Book VI, Chapter 2).

A CD: A packaged CD copy of a presentation that others can show on their computers (and you can take on the road). People who don’t have PowerPoint can view presentations after they are packed for a CD (see Book VI, Chapter 5).

A Web page: A version of a presentation formatted for display on the Internet or an intranet (see Book VI, Chapter 5).

Figure 1-4: Draw on slides to add a little something to a presentation.

I hope you enjoyed this tour of PowerPoint. Before you disembark, please check your surroundings to make sure you haven’t left anything on the bus. Enjoy your stay in PowerPoint Land.